JAGUAR XE 40,000-Mile Payment Terms Web Guide User Guide

JAGUAR XE 40,000-Mile Payment Terms Web Guide User Guide

General

• The standard method of payment for all Supplier liabilities is by Electronic Funds Transfer (EFT). This is the Buyer’s preferred method of making payments.
• Alternative methods of payment may be permitted by prior agreement, in writing, between the Buyer and the Supplie

Banking Requirements

• Suppliers that are located in a country supporting the International Bank AccountNumber (IBAN) convention are required to provide their IBAN along with the relevant SWIFT/BIC code, the bank name and address on Supplier’s headed note paper signed by a representative of the company to the nominated national Accounts Payable representative.
• Suppliers with bank accounts in countries not supported by IBAN are required to provide their bank account details including the bank name and address, account number and SWIFT/BIC Code on Supplier’s headed note paper signed by a representative of the company to the nominated national Accounts Payable representative.
• Payment is triggered by the date of delivery of the Goods or Parts Submission Warrant (PSW) for Tooling to the Buyer or its designee in accordance with the applicable delivery terms. See the relevant section of the Production Purchasing Global Terms and Conditions (PPGTCs) or the Sections of the Global Terms and Conditions for NonProduction Goods (NPGTCs) and the Manufacturing Planning & Logistics (MP&L) WebGuide for additional information.
• Self Billing is the preferred Jaguar Land Rover Limited method for invoicing of production and non-production material and supports both EFT and the Global Payment Terms. Please refer to the Tax Web Guide for further details.
• If using Self-Billing Invoicing (SBI), the trigger point for payment is the creation of the SBI in the Jaguar Land Rover Limited payments process.
• For Pay-On-Production (POP) using SBI, the trigger point which initiates the payment process is the date when the finished vehicle built with the delivered Goods leaves the\ assembly line (buy-off point).
• If using traditional paper invoices the trigger point for payments is either the date of the invoice or the date of delivery of the Goods (whichever is later) for UK based Jaguar Land Rover Limited locations, and the date of invoice receipt for any other Jaguar LandRover Limited location.

The current payment terms are as follows:

• 60 days from trigger point (as identified above)
• Payments that are due on dates that fall on a weekend or public holiday will be made on the next business day.

Supplier Travel and Expenses

Where Buyer expressly agrees to pay Supplier’s expenses, Buyer will reimburse Supplier in accordance with the JLR Supplier Travel and Expense Standard JLR- STN-102761 (see Appendix A).

Revision History [When updating, identify the changes/additions – in italics where possible.]

Date of Issue/Revision| Written / Revised by| Issue level| Summary of and reason for the new issue / revision.
---|---|---|---
Oct 2011| PSBO| 1| Initial Release
Jan 2013| M Sharif| 2| Document updated to reflect Legal Entity Consolidation changes
Aug 2017| I Willis| 3| Document updated to reflect Supplier Expenses

At a glance

Breakfast
---|---|---
London| £150| £135
Major cities| £100| £90
Elsewhere in the UK| £90| £80
Overseas| £160| £145
Mileage re-imbursement rates| Engine Size (cc)| Pence per mile**
---|---|---
PETROL| 1400 or less| 25
| 1401-2000| 32
| 2001-2400| 38
| 2401or more| 40
DIESEL| 1400 or less| 25
| 1401-2000| 27
| 2001-2400| 31
| 2401 or more| 32
ELECTRIC VEHICLE| 18.4

• A 5p per mile supplement is added for sports utility vehicles (SUVs) including Evoque, Discovery, Discovery Sport, Range Rover, Range Rover Sport and F-Pace.

Maximum £27 per day can be claimed for lunch, dinner, refreshments and any gratuities.| Actual, receipted, reasonable expenses in respect of meals, gratuities and other incidentals will be reimbursed.

Scope
This document sets out where suppliers may be able to seek reimbursement of expenses incurred in the course of providing goods or services to us, Jaguar Land Rover Limited (JLR).

Principles

1. We will only reimburse expenses that are:
   •  wholly, exclusively and necessarily incurred for JLR purposes;
   • agreed in advance with the JLR budget holder;
   • covered by a valid purchase order; and
   • incurred at least cost to JLR, e.g. at the cheapest rates available and using any applicable discounts.
2. Payment of any expenses incurred in accordance with the above principles will only be made on presentation of a valid VAT invoice from you addressed to us, quoting the relevant purchase order number and shall be treated as part of the supply of goods or services to which the expenses relate.
3. As we are committed to reducing our environmental footprint, you must investigate and, where appropriate, use all alternatives to travel, e.g. audio calls and web meetings.

Approval and authorisation of expenses

1. Reimbursement of expenses incurred in accordance with this standard must be preauthorised by the JLR budget holder in writing (copies of pre-approvals must be retained as evidence).
2. Expenses must be covered within the value of the relevant Purchase Order issued by us to you.
3. All claims must be presented within 3 months of the expense being incurred.
4. All expenses must be evidenced by valid receipts or invoices. You must procure and retain all receipts and, wherever possible, obtain itemised receipts. We reserve the right to request receipts as evidence of any expense claim submitted and not to reimburse any costs which were not pre-authorised or not supported by a receipt.

Safety

1. You are solely responsible for ensuring the safety of your personnel during any travel or visit in the course of providing services to us and we shall have no liability to your or your personnel in this regard.
2. Personal protection during your stay is extremely important and you should remain aware of developing situations. Appreciating cultural and legal differences can help you avoid potentially embarrassing or difficult situations.
3. Ensure that you:
   • Complete your next of kin on the last page of your passport.
   • Leave copies of your flight details, your itinerary and contact details with your family, colleagues or friends.
   • Note down your passport number and date of issue and put these in a safe place, not with the passport itself.

Passport and visa

1. You must ensure that your personnel have a valid passport prior to travelling. Some countries insist that the passport has a minimum number of months validity left on the passport. The cost of obtaining a passport (including passport photograph) is your responsibility.
2. We may reimburse you for the cost of visas and any other similar fees necessarily incurred for business travel (e.g. International Driving Permit fee), subject to the above principles.

Bookings
Unless expressly agreed otherwise in writing, you are solely responsible, including payment, for booking travel and accommodation and arranging visas, other travel documentation and insurance for your personnel

Travel

Air

1. Air travel should only be used when no other alternative is available. Bookings should be made at least 14 days in advance of the trip to ensure that the lowest possible fare is obtained. Consideration should be given to using low cost carriers such as Easyjet and Ryanair. You must consider the total cost for the trip (including travel to and from the airport) prior to booking the flights and whether (a) the trip is genuinely required and (b) the cost is reasonable in the context of the overall supply of goods or services.
2. Any additional costs such as advanced seat selection, priority boarding, lounge access and any other non-business critical options will not be reimbursed by JLR.
3. Air travel is not permitted for UK journeys of under 250 miles (including feeder flights), unless approved for particular reasons of economy of cost or for exceptional personal and business convenience.
4. We recognise that individuals may be enrolled in frequent traveller schemes but under no circumstances should this influence the decision when making travel arrangements or add cost to the travel. Any current or future liabilities for tax relating to the redemption of points will be the responsibility of the individual.

Class of Travel
The following table shows the authorised class of travel for flights:

NB: the flight time refers to the duration of the direct flight between the origin and destination. If there is a more economical flight on an indirect route of 2 shorter flights, Business Class travel will still be permitted provided that the direct route is over 10 hours.

Denied Boarding
At certain times, airlines oversell seats on aircraft resulting in the offloading of passengers. It is quite normal for inducements to be offered to passengers to be offloaded and placed on a later flight. You should not volunteer to be offloaded.

Ticket downgrades, exchanges or refunds
Where we have paid the cost of air travel, you must account to us for any refunds received from downgrading, exchanging or cancelling tickets and return any monies received for such downgrade, exchange or cancellation directly to us, together with your expense report and any supporting documentation.

Rail

1. You must use standard class rail travel and, wherever possible, take  advantage of advance booking fares, cheap day returns and other specialpricing arrangements in order to minimise the cost. In order to obtain the best available fares, advanced bookings should be made at www.thetrainline.com. Where this is not possible, tickets should be bought at the station.
2. Travel to and from stations Travel to and from stations should be undertaken in the most appropriate and economic way. When travelling with others, car sharing should be considered. The use of short stay car parks should be avoided unless the cost is less than that of a long stay car park. Taxis may be booked where the cost of a taxi is less than the cost of the mileage claim plus cost of the station parking. Wherever possible, the taxi must be booked in advance to secure the best possible rate.

Taxis
6

1. Taxis should only be used where no public transport is available unless otherwise pre-agreed. When travelling with others, taxis should be shared.
2. Within London, it is expected that travel will be by London Underground. No London taxis will be reimbursed, except where travelling alone after 9pm.
3. Taxi costs will not be reimbursed for the transportation of goods. Courier companies should be used for this purpose.
4. Airport transfer costs will be reimbursed if booked in advance at a preferential rate. Transfers should be shared wherever possible.

Mileage
The following table shows the allowable mileage reimbursement rates:

| Engine Size (cc)| Pence per mile
---|---|---
PETROL| 1400 or less| 25
| 1401-2000| 32
| 2001-2400| 38
| 2401or more| 40
DIESEL| 1400 or less| 25
| 1401-2000| 27
| 2001-2400| 31
| 2401 or more| 32
ELECTRIC VEHICLE| 18.4

• A 5p per mile supplement is added for sports utility vehicles (SUVs) including Evoque, Discovery, Discovery Sport, Range Rover, Range Rover Sport and F-Pace

Hire cars
The cheapest available vehicle that meets business requirements must be booked.

Driving abroad
The use of your own personal/private vehicle for JLR business abroad is strictly prohibited.

Car parking/toll fees
We will reimburse car parking fees and toll expenses where necessarily incurred. Wherever possible, you must produce receipts for such costs.

Central London congestion charging zone
Individuals who drive in central London between 7.00 a.m. and 6.00 p.m. Monday to Friday (excluding public holidays), will be required to pay a daily Congestion Charge to Transport for London. Full details on how to pay the congestion charge can be found at: http://www.tfl.gov.uk/roadusers/congestioncharging/

We will not reimburse congestion charges incurred between your place of residence and your place of work.

Fines
Any fines incurred by you and your personnel, including but not limited to speeding, congestion, parking or any other avoidable penalty will not be reimbursed by JLR.

Accommodation

1. Accommodation must only be booked where you are unable to return to your usual place of work or home within a reasonable time after travel, travel time significantly affects your normal daily hours of work or if you are required to work for an extended period.
2. When choosing your accommodation, consideration should be given to the cost of the room and any additional charges you will need to pay to get to your final destination. Invoices must be itemised to show the room rate separate from any other costs incurred. This information will be required when submitting an expenses\ claim against a purchase order.
3. Reasonable laundry expenses (for trips in excess of 2 days), may be reimbursed subject to our prior written approval.
4. The following table shows the maximum rates that we will reimburse for accommodation (including all taxes):
   | Including Breakfast| Excluding Breakfast
   ---|---|---
   London| £150| £135
   Major cities| £100| £90
   Elsewhere in the UK| £90| £80
   Overseas| £160| £145

We acknowledge that for certain cities, times of the year and events these rates may not be sufficient. At these times, every effort should be made to obtain the lowest available rate and pre-approval must be obtained from the JLR budget holder prior to confirming a   booking.

Meals

Maximum £27 per day can be claimed for lunch, dinner, refreshments and any gratuities.| Actual, receipted, reasonable expenses in respect of meals, gratuities and other incidentals will be reimbursed.

1. Breakfast is claimable in its own right if on an overnight stay or if you are required to leave home considerably earlier than the customary eating time.
2. The daily maximum amount set out above cannot be ‘rolled over’, i.e. if underclaiming one day, the balance may not be added to the following day’s allowance

Non-reimbursable items
We will not reimburse any of the items listed below. Please note that this list is not exhaustive.

• AdBlue (Diesel Exhaust Fluid) for vehicles
• Airline club memberships
• Airline upgrade purchases
• Car washes
• Charitable contributions
• Clothing
• Coach Hire
• Entertainment clubs
• Goods and Services
• In-flight telephone charges
• Insurance – personal car
• Insurance – personal property
• Insurance – travel
• Low Cost Carrier (Easyjet etc.) additional cost options (e.g. lounge access, speedy boarding, advance seat selection)
• Movies (including in-flight and hotel in-house movies)
• Personal credit card fees and membership dues
• Personal toiletries
• Travel to and from the normal place of work
• Violations – parking or traffic fines and court costs

References

• Congestion Charge (Official) - Transport for London
• Trainline | Search, Compare & Buy Cheap Train & Bus Tickets
• Trainline : Search, Compare & Buy Cheap Train Tickets

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